SPA/SPAC UPDATE MEETING

November 19, 20152:30 – 4 pm

Pharmacy Hall: S201 Lecture Hall

TODAY’S AGENDA• SPAC Updates

– Staffing Update– Account Setup Metrics– Calendar Year Deadlines

• Change in Effort Reporting Periods– Uniform Guidance (2 CFR Part 200) Procurement Regulation Delay– New Policies Related To Uniform Guidance– On-line DIRFF Form– Change in Deliverable Close-out Schedule

• Financial Services Update– Gift Card Exchange Program

• SPA Updates– Negotiation Module Features in Kuali COEUS– Cost Sharing Information in Kuali COEUS in Order to Get Cost Sharing Funds– Procedures Library

• Financial System Updates – Kevin Curley– Central Billing System Replacement Project– Faculty Time Sheets

SPAC Updates4th Quarter 2015

November 19, 20152:30 – 4 pm

Pharmacy Hall: S201 Lecture Hall

SPAC ORGANIZATION CHART???

Lynn McGinley AVP, SPAC

Moji NabavianInternational Accountant

Kevin Cooke International Accountant

Beryl GwanManager, Costing and

Compliance

Tong Li Cost Analyst

Amy SallesePart Time Cost Analyst

Vacant Part Time Office Clerk

Laura Scarantino Director

Amy LaFevers Assistant Director

Michelle Moore Red Manager

Vacant Financial Accountant

Victoire Bikoi Financial Accountant

Ron Hill Financial Accountant

Kevin Smith Yellow Manager

Shernett Wynter Financial Accountant

Tina ZhuFinancial Accountant

Christian OnwudiegwuFinancial Accountant

Krista Salsberg White Manager

Andrew RiceFinancial Accountant

Wendy Yu Financial Accountant

VacantFinancial Accountant

Kathleen Wiess Manager

Mary MillerCollections, Accountant

Karen Little Accounting Analyst

Brenda Hester Accountant

Cheryl Williams-Smith Financial/Closeout

Accountant

Yitzchok BlochFinancial Accountant

Nathan Hollaway Admin Assistant

SPAC ORGANIZATION CHART

Calendar Year End Deadlines

New Effort Reporting Schedule

• January 1 pay (pay period 16-13)moved to December 31

• Pay Period 16-13 shifted from the March effort form to the December Effort Form

• Effort Forms will be initiated after the holiday break

• New Reporting Periods Schedule is on the Cost website

• September Effort Forms are due next Tuesday!

Reminder: NIH Sub Accounting Means Stricter Close-Out

• Expenses must be posted in RAVEN to be sure that we not only report timely on an FFR, but draw the funds before the funds expire in PMS

• December deadlines– NIH 8/31/15 end dates• Due dates for draws and FFR 12/29/15

– Non NIH 9/29/15 and 9/30/15 end dates• Due dates for draws and FFR 12/28/15 or 12/29/15

• PAY PERIOD 16-13 WILL NOT POST IN TIME!!!

For Posting in Time for December Due Dates

Transaction Description Deadline DateApproved employee travel expense eforms for inclusion in Pay Period 16-12 (Pay Date 12/18/15) Thursday- December 4

Approved non-employee travel expense eforms and supporting documentation for inclusion as a payment in December submitted to FS-Travel

Thursday- December 17- noon

Working Fund checks for inclusion as a payment in December submitted to FS-Working Fund Thursday- December 17- noon

Accounts Payable invoices for inclusion as a payment in December submitted to FS-Accounts Payable Thursday- December 17- noon

International wire requests for payment in December submitted to Moji Nabavian (SPAC) Tuesday- December 15- noon

Payroll Adjustment Forms for inclusion in Pay Period 16-12 (Pay Date 12/18/15) submitted to FS-Payroll Thursday- December 4

December Journal Entries for Fund 18X cost transfers submitted in eUMB-Financials Friday- December 18

Final Timesheet approval in eUMB-HRMS for PP16-12 (Pay Date 12/18/15) Monday- December 9

Direct Retros and EFPs for PP16-12 submitted to SPAC-Costing and Compliance Wednesday- December 15 - 2PM

Account Set Up Metrics

Account Set Up Metrics

• Implementation of Negotiation Module in Kuali COEUS has allowed us to start tracking again

• Goal – Complete all actions within 3 working days

Account Set Up MetricsSept -

Oct 2015FY 14 Change

Average Workdays 2.27 6.90 -4.63

% Completed in 3 80.1% 52.7% 27.4%

458 actions were processed in Sept – Oct 2015All three teams average was below 3 days

Federal Register Notice 9/11/2015

• Announced Technical Corrections to 2 CFR Part 200– Extended to ability to delay the implementation of

the procurement changes until 7/1/2017– Fixed inclusion of tuition benefits in fringe benefit

rates– Fixed a lot of typos and misreferences

• FAQs were also revised on 9/11/2015

2 CFR 200.308 (c) – Change in Scope

• Reduction of effort levels are considered a change in scope if:– Key personnel will withdraw from the project

entirely, – The PI will be disengaged from the project for 3

months or more, or – The PI will reduce effort by 25% or more from the

level that was approved at the time of award.

New UMB Policies Related to the Uniform Guidance

• VIII-3.00(A) UMB Policy on Adopting Federal OMB Uniform Guidance Procurement Standards

• VIII-99.06 - UMB Authority to Certify and Sign Sponsored Project Financial Reports and Vouchers

On-line DIRRF Form

Fast Facts About a DIRRF

• Deliverable Invoice/Receivable Request Form• 00185 Federal• 00188 State and Local Government• 00192 Non-Governmental• Studies, Per Patient, Clinical Trials, Milestone• This form is not for Standard Grants

Old DIRRF

Where to Find the DIRRF

New Online DIRRF

• link

DIRRF EmailLaura

When To Use the Online DIRRF

• Beginning December 1, 2015• Revisions – use the online form, use the form

number from your original DIRRF

• Was a receivable created? Check online GPV• Questions – contact your team

Change in Deliverable Close-Out Schedule

Current Deliverable Schedule

• Every 3 months

• Email sent to the Distribution emails

• Departments have 30 days to reply

New Deliverable Schedule

• Every 4 months

• April, August, November

• Email sent to the Distribution emails

• Departments have 30 days to reply

3 x’s per year!

Gift Card System

Questions: Larry Miller

Gift Card System

• Unused Gift Cards in your Department?• Financial Services has developed a system to

advertise unused Gift Cards• Departments basically sell and buy cards by

providing accounts to charge from and to• The actions still mimic a working fund request

Gift Card System: Seller

1. Selling department enters all unused cards into an inventory list –The vendor name–Quantity g–Amount of the cards are required

2. Seller is now finished. – Process is similar to listing tickets on StubHub.

Gift Card System: Buyer

1. Buyer reviews the inventory and selects the desired cards. – It can be all, or a portion of the cards listed by a department– All cards selected go into the buyer’s Shopping Cart – These cards and are removed from the inventory list.

2. Buyer clicks the Checkout button– An email pops up that will require the buyer to attach

justification for the cards (same documentation as a WF request would require).

3. Buyer forwards the email to Disbursements.–This must be done in 24 hours, or the cards will

automatically be returned to the inventory.

Gift Card System: Financial Services

1. Disbursements will review the documentation– If appropriate they will click an approval button – An email will automatically generate that is forwarded to both

the buyer and seller. – This will be completed within 24 hours of receiving the email.

2. It is then up to the two parties to make the arrangement to transfer the cards.

3. Disbursements will complete the JE using the information provided when the buyer and seller began the process.

Gift Card System: Where/When

• The link will be on the FS web site, in the Disbursements section.

• Targeting the first several weeks of December

• The system is simple and intuitive

• Questions: Larry Miller, AD Financial Services